Executive Assistant to the CEO

The Executive Assistant to the CEO at the Irish Wheelchair Association (IWA) provides high-level administrative support to the CEO and Company Secretary by conducting research, preparing reports, handling information requests, and performing administrative functions such as drafting correspondence and scheduling and coordinating meetings as well as supporting in relation to governance and compliance duties. This role requires a dedicated, detail-oriented, and proactive professional with excellent interpersonal and organisational skills who thrives in a fast-paced environment and is passionate about the mission and values of IWA.

The successful candidate will act as the internal link between the CEO, Company Secretary, Board of Directors, Senior Management, and IWA to ensure effective and consistent support and communication. They will be the first point of contact for both in-house and external queries for the CEO and will maintain the existing excellent relationships with funders, external regulators, Government Departments, key stakeholders, and members of the public.

Mission, Vision, and Values

Vision: IWA has a vision of an Ireland where people with disabilities enjoy equal rights, choices, and opportunities in how they live their lives, and where our country is a model worldwide for a truly inclusive society.

Mission: IWA works with, and on behalf of, people with physical disabilities to drive positive change in Ireland through the influencing of public policy, the provision of quality services and enabling accessibility to all aspects of society.

Values: Courage, Equality, Integrity, Excellence, Fun, Openness, Visionary.

Main Duties and Responsibilities

Work directly with the CEO to support all aspects of their daily work routine.

Communication - Manage the CEO’s email, draft correspondence, and act as a liaison between the CEO and employees, Board members, donors, and other stakeholders. Screen and direct phone calls and distribute correspondence.

Maintain the CEO’s calendar, schedule appointments, coordinate meetings and events, ensuring optimal time management.

Meeting Preparation - Prepare agendas, coordinate, and distribute meeting materials, coordinate attendees and logistics, take detailed and accurate meeting minutes, and follow up on action items for various meetings, including Board and Board Subcommittees.

Travel Coordination - Arrange travel itineraries, accommodation and logistics for the CEO, Company Secretary and Board/Board Committee members, as required.

Draft and send communications on behalf of the CEO.

Support the Company Secretary in their role, including governance and compliance related duties. Liaise with Board/Board Committee members as necessary to support their roles.

Research topics of relevance for the CEO, generate and produce reports, presentations, and briefs.

Ability to represent the CEO’s Office at various meetings, as required.

Project Management - Assist with special projects, research, and data analysis as required.

Organise and maintain the CEO’s Office filing system.

Collaborate with other relevant departments on behalf of the CEO’s Office.

Handle sensitive information with the highest level of discretion and confidentiality.

Takes the initiative and anticipates the needs of the CEO, where appropriate.

Other additional and/or alternative duties as assigned from time to time, including supporting other departments or senior managers as required.

PERSON SPECIFICATION

Training and Qualifications

Education – Minimum of a QQI Level 7 in a Relevant discipline

Minimum of 2 years of experience providing executive/personal assistant support to high-level executives or senior management.

Requirements

Excellent written and verbal communication skills with the ability to interact professionally with a diverse group of stakeholders. Excellent written and spoken English.

Exceptional organisational and time management skills. Proven ability to manage multiple tasks, prioritise effectively, and deliver high-quality, consistent work on time.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint) and other office management tools, including MS Teams and Zoom platforms.

Experience of report writing and editing/proofing.

Proficiency in taking detailed and accurate meeting minutes.

High level of discretion, confidentiality, and professionalism.

Ability to always work with tact and diplomacy.

Demonstrated flexibility and willingness to adapt to changing priorities and business needs.

Strong analytical skills and the ability to identify and resolve issues proactively.

Full driver’s licence and access to your own car.

Desirable Requirements

Knowledge of corporate governance and compliance requirements.

Experience in supporting company secretarial functions.

Familiarity with the non-profit sector.

Working Conditions

This position is primarily office-based but may require occasional travel.

Flexibility in working hours is necessary to accommodate the CEO’s schedule and organisational needs.

Remuneration & Benefits

Salary range from €46,161 to €55,856

Vouched expenses and mileage

Excellent working conditions

Training & development opportunities

25 days annual leave

Access to the Occupational Pension scheme with an employer contribution.

Access to group HSF Health Plans

Access to the Employee Assistance Service

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